Find out how to calculate conditional rank in Excel

A straight rating result’s straightforward utilizing one among Microsoft Excel’s rating capabilities. Calculating a conditional rank is even simpler when you let an Excel PivotTable do all of the work.

A blank Excel spreadsheet
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Rating information is frequent once you need to characterize the connection of 1 worth to others inside a bunch. You’ll use Microsoft Excel’s rating capabilities to rank grades, sports activities statics, gross sales and so forth. It’s a typical process, and because of Excel’s rating capabilities, a simple process. Nevertheless, including a situation to the rank may go away you scratching your head as a result of Excel doesn’t provide a RANKIF() perform. In the event you attempt in search of options on the web, you’ll discover many convoluted expressions which can be unnecessarily tough to keep up. As a substitute, I’ll present you find out how to return a conditional, or grouped, rating utilizing an Excel PivotTable.

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I’m utilizing Microsoft 365 on a Home windows 10 64-bit system. You should utilize Excel’s RANK() in any model. RANK.AVG and RANK.EQ() had been added to Excel 2010 (.xlsx). I’m together with demonstration information for each the .xlsx and .xls codecs, however solely RANK() will work in variations sooner than Excel 2010. Excel for the net helps all three rating capabilities.

In the event you’re unfamiliar with Excel’s three rating capabilities, take into account studying Find out how to calculate rank in an Excel sheet.

What’s Excel’s RANK.EQ() perform?

Excel’s RANK.EQ() perform returns the rank of a numerical worth inside a listing of different numerical values and makes use of the next syntax:

RANK(quantity, ref, [order])

The primary argument, quantity, is required and identifies the worth you need to rank, ref is required and references the vary of references you’re evaluating quantity to, and order is non-compulsory and identifies find out how to rank quantity.

The straightforward sheet in Determine A has a replica worth—you in all probability wouldn’t discover duplicate values in such a information, however I pressured one so you’ll be able to see how RANK.EQ() offers with duplicates. You may inform that it’s an array perform as a result of there’s just one perform (H3) and Excel applies a blue border across the ensuing spill set. As well as, the perform makes use of structured referencing as a result of the unique information is formatted as a Desk object.

Determine A

RANK.EQ() returns the same rank for duplicate values.
RANK.EQ() returns the identical rank for duplicate values.

I included this part as a result of we gained’t use it to calculate a conditional rating in any respect. As a substitute, we’ll let an Excel PivotTable deal with the calculating. I point out this so that you don’t waste plenty of time attempting to write down a fancy expression unnecessarily.

Find out how to add a situation to rank utilizing a PivotTable in Excel

A easy rank is simple to calculate, however typically you’ll need to accommodate a situation. As an example, utilizing the demonstration information, you may need to calculate the rank for every particular person, as a substitute of an total rank for every fee. On this case, you’re really rating a bunch—every particular person. The situation is the particular person.

First, let’s insert an Excel PivotTable into the identical sheet as follows:

  1. Click on anyplace contained in the Commissions Desk (B2:F13).
  2. Click on the Insert tab.
  3. Within the Tables group, click on PivotTable.
  4. Within the ensuing dialog, click on Current Worksheet.
  5. Click on contained in the Location management and enter J2 (Determine B) and click on OK. Doing so will find the top-left nook of the PivotTable body (empty) at cell J2.

Determine B

Set the PivotTable object’s references.
Set the PivotTable object’s references.

If Excel doesn’t show the PivotTable Fields pane, right-click the empty body and select PivotTable Fields from the ensuing submenu. It’s time to construct the PivotTable:

  1. Drag the Personnel subject from the highest listing to the Rows management.
  2. Drag the Fee subject from the highest listing to the Values management, twice. (Sure, I actually stated twice.) Doing so will add a subject to the Columns listing. Don’t fear about it.
  3. Click on the second Sum of Commissions subject’s dropdown within the Values management and select Worth Discipline Settings from the listing.
  4. Title the brand new subject Rankings.
  5. Click on the Present Values As tab.
  6. From the listing, select Rank From Smallest to Largest (Determine C), and click on OK.

Determine C

Add a ranking column to the PivotTable.
Add a rating column to the PivotTable.

Determine D

The resulting PivotTable ranks each person in relation to the others.
The ensuing PivotTable ranks every particular person in relation to the others.

Determine D exhibits the ensuing PivotTable. As you’ll be able to see, the Rating column that you simply simply added shows the rank for every particular person the place every particular person is a bunch. There are six individuals within the authentic information set, so there are six information and a rank of 1 to six. The one factor you lose is the duplicate rank you noticed earlier (Determine B), nevertheless it’s irrelevant. If two of the individuals had the identical complete commissions, Excel’s RANK() would consider these as a tie.

As well as, as a result of I selected smallest to largest, you’ll discover that the rating values are reversed from what you may anticipate: 1 represents the bottom rank. You need to know that each methods can be found to you. To rank the personnel the place 1 represents the best rank, use the Rank Largest to Smallest choice (Determine C).

It’s straightforward to get a straight rating utilizing one among Excel’s rating capabilities. It’s simpler to get a conditional rating utilizing an Excel PivotTable.

Keep tuned

In the event you can’t kind the unique information, it may be tough to seek out the top-ranking commissions. In a future article, I’ll present you find out how to use Excel’s conditional formatting characteristic to focus on the highest three rating values.

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